RFP No. 72066823R00016 Phase 2 AC Upgrade Signed.pdf

RFP 72066823R00016

RC & EC AC Upgrade

Issuing Date: September 15, 2023

Questions Due Date: September 19, 2023, at 14:00 Juba Time

Phase Two Proposal Submission Due Date: September 21, 2013, at 14:00 Juba Time

SUBJECT: Request for Proposals No. 72066823R00016 for USAID/South Sudan Residential Compound (RC) and Embassy Compound (EC) AC System Upgrade Project

Dear Prospective Offerors:

The United States Government, represented by the U.S. Agency for International Development Mission in South Sudan (USAID/South Sudan), is seeking final proposals from firms that were pre-qualified from Phase 1 to provide the services as described in this solicitation. This acquisition will replace the existing Air Conditioning (AC) units in all the buildings in the US Embassy Residence Compound ( RC), and Embassy Compound (EC) with newly purchased, Government provided units.

USAID/South Sudan anticipates awarding one firm-fixed-price Design-Build contract. For Phase Two, the U.S. Government may award this contract without discussions.

The order of magnitude of the resultant contract is $650,000 -$750,000. All work must be completed no later than 365 days after Notice to Proceed (NTP).

Offerors are reminded that they must provide their FAR 52.204-24, Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment and/or 52.204-26 (OCT 2020). If the offeror provides an affirmative representation under FAR 52.204-24(d)(2), Offeror must submit the list of covered equipment and services and all disclosure information required by FAR 52.204-24(d)(2) and the Section L Provision related thereto.

Embassy of the United States in South Sudan Kololo Road, adjacent to the European Union's compound Juba, South

Sudan Telephone: +211.912.105.107 Website: https://www.usaid.gov/south-sudan http://www.usaid.gov/south-sudan http://www.usaid.gov/south-sudan http://www.usaid.gov/south-sudan

RFP 72066823R00016

RC & EC AC Upgrade

Questions regarding this request must be submitted via e-mail to the points of contact identified in Section L no later than the date and time for questions stated above. Unless otherwise notified by an amendment to this RFP, USAID will not answer questions after the deadline or by phone. Offerors must not submit questions to any other USAID staff. All questions submitted and answers to all questions will be provided in writing through an amendment to the RFP which will be publicly posted on beta.SAM.gov..

Issuance of this solicitation in no way obligates USAID to award a contract, nor does it commit USAID to pay any cost incurred in the preparation and submission of a proposal. USAID reserves the right to reject any and all offers received. Award of a contract under this RFP is subject to availability of funds and other internal USAID approvals. Final award of any resultant contract cannot be made until funds have been fully appropriated, allocated, and committed through USAID’s internal procedures. USAID bears no responsibility for data errors resulting from transmission or conversion processes.

Sincerely, Kevin M. Sampson Supervisory Contracting Officer USAID/South Sudan

PART I – THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PURPOSE

The purpose of this contract is to:

● To obtain the services of a contractor to replace the existing Air Conditioning (AC) units in all the buildings in the US Embassy Residence Compound ( RC), and Embassy Compound (EC) with newly purchased, Government provided units.

B.2 TYPE OF CONTRACT

This is a Firm Fixed Price contract with two contract line-item numbers (CLINs) and payable entirely in U.S. dollars. The Government will not adjust the contract price due to fluctuations in currency exchange rates.

B.3 CONTRACT PRICE

The contractor must complete all work (including furnishing all labor, material, equipment, management, and services) required under this contract for the following firm fixed price:

Item No Description Unit Amount

CLIN 001 Design 1 Lot Firm Fixed Price

$TBD

CLIN 002 Construction and Cabling 1 Lot Firm Fixed Price

$TBD

Total Contract Price

$TBD

B.4 SCHEDULE OF VALUES

[To be inserted at time of contract award for progress payments.]

[END OF SECTION B]

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1: GENERAL

1. PROJECT LOCATION AND SITE

A. The project is in the US Embassy Residence Compound ( RC), and Embassy Compound (EC) in Juba, South Sudan. The Residential Compound (RC) is located on RC Road, north of Airport Road (see Figure 1).

2. OBJECTIVE

The purpose of this award is to obtain the services of a contractor to replace the existing Air Conditioning (AC) units in all the buildings in the US Embassy Residence Compound ( RC), and Embassy Compound (EC) with newly purchased, Government provided units.

3. PROJECT BACKGROUND

The EC and RC compounds were established in 2011. The current AC units are outdated, outlived their useful life, and do not meet the US Green Building Council's Leadership in Energy and Environmental Design (LEED) standards. Since the US Government (USG) is committed to use LEED as a guideline to meet the standards for healthy, efficiency, carbon and cost-saving green buildings, the USG purchased new AC units that meet or exceed the current LEED requirements to replace the existing ones.

4. STATEMENT OF WORK AND SPECIFICATION

A. GENERAL

The Contractor must provide the services described in section C.4. below.

B. OBJECTIVE

The purpose of this award is to obtain the services of a contractor to replace the existing Air Conditioning (AC) units in all the buildings in the US Embassy Residence Compound ( RC), and Embassy Compound (EC) with newly purchased, Government provided units.

C. BACKGROUND

The EC and RC compounds were established in 2011. The current AC units are outdated, outlived their useful life, and do not meet the US Green Building Council's Leadership in Energy and Environmental Design (LEED) standards. Since the US Government (USG) is committed to use LEED as a guideline to meet the standards for healthy, efficiency, carbon and cost-saving green buildings, the USG purchased new AC units that meet or exceed the current LEED requirements to replace the existing ones.

D. SCOPE OF WORK (SOW)

The Contractor must provide the required construction personnel, equipment, materials and tools and supervision as needed to complete the services that meet the technical requirements in this

SOW. The contractor is responsible for all costs of technical and support staff (salary, transportation, benefits, etc.) associated with this project including site visits, coordination, and project implementation including procurement of materials needed to install the new heating, ventilation and air conditioning (HVAC) units.

The contractor has limited access to or be admitted into any of these compounds only with the permission by the Embassy.

The mission can inspect and test all the services called for by this contract to the extent practicable at all times and places during the term of the contract. If any of the contractor’s services do not conform to the requirements, the COR may require the contractor to perform the services again in conformity with the contract requirements.

The contractor is responsible for all costs associated with the transportation and storage of all materials from the site of manufacture to the site of installation as well as the transportation of replaced old AC units to a designated location. Storage areas within the RC and EC compounds are limited. Therefore, the contractor must plan for an offsite storage area for material and supplies as needed.

The contractor’s responsibilities include, but are not limited to the functions indicated below:

■ Perform a full assessment of the existing HVAC units conditions including locations, electric supply, and the supporting structure and compare findings with the USG’s A&E assessment report provided as attachment #6 to this SOW. Present findings to the COR before proceeding. The contractor shall use an SME or A&E firm for the assessment and design.

■ Inspect all materials provided by the US Government including the HVAC units and supplies needed for the installation and compare them to the attachment #6 to this SOW..

■ Verify that the design of the HVAC installation included in the attached report is sound and the best solution. All possible VRF configurations be evaluated, and that the solution optimizing performance, operating cost, and reliability shall be recommended..

■ An electric upgradation project is currently running and may include some of the implementation of the required actions or solutions. The Contractor must ensure that its activities do not conflict with other contractors’ activities through the COR and the

Construction Oversight contractor.

■ Work shall be completed as expeditiously as possible. Each house and office space shall be occupied during the execution of the work. The contractor shall coordinate with the COR for the job sequencing.

■ Perform the modifications needed to the downstream electric distribution system to make three phase power supply available to the new outdoor units as detailed in Table 1 and Table

2 below as well as the ELECTRIC WORK Bill of Quantities (BOQ)

■ Properly remove all existing structures that are supporting the existing outdoor AC units such as brackets, masonry or concrete footings, as detailed in the CIVIL BOQ. Equipment and materials shall be carefully handled, properly stored, and adequately protected to prevent damage before and during installation. The contractor shall be responsible for any damage incurred to buildings or pavements as a result of the storage, transport or installation.

■ Replace existing outdoor units which are currently powered by a single-phase power supply with the new outdoor units that are to be powered by three-phase power.

■ Replace existing indoor units which are currently powered by a single-phase power supply with the new indoor units that are also single-phase powered.

■ Transport all removed materials including but not limited to the AC units to a USG designated location called Containers Storage Facility located at approximately 350 m from the

Residential Compound.

■ Use only new copper tubing connecting the new units. USG will provide a list of materials available, however, the contractor is responsible for the purchase and supply of additional tubing, y-joints and other necessary accessories. The contractor must ensure that all items to be procured are new, and compatible with USG provided items.

■ Ensure that all environmental compliance procedures including planning, monitoring, and reporting (including any mitigation measures that might be included in individual construction contracts) are followed.

■ The contractor is responsible for the safety and shall comply with all local labor laws, regulations, customs, and practices pertaining to labor, safety, and similar matters. The contractor shall promptly report all accidents resulting in lost time, disabling, or fatal injuries to the COR.

■ The contractor shall provide Personal Protective Equipment (PPE) appropriate for the manner of work undertaken at each stage of the work.

■ The contractor shall keep the work area, including storage areas, free from accumulation of waste materials on a daily basis.

■ Table 1 and Table 2 below summarizes the required actions to be taken for each building to make the existing electrical distribution system suitable for the new AC units.

Table 1 - Summary of Minimum Required Electrical Changes in the RC

The following table exhibits the minimum requirements for electrical changes needed to install the new ACs. However, the contractor is responsible to conduct a full assessment of the existing conditions and recommend to the COR the best feasible solution. The equipment and materials listed in below table 1 are not part of the government furnished equipment and the contractor must be responsible for purchase, supply and installation including testing and commissioning.

The Contractor must use high quality specifications meeting the requirements of the U.S.

National Electric Codes (NEC).

No. Houses / Townhouse Unit

Required Actions

1 Houses 1 to 4 Each building will require a new 150A 3-phase (3P)outdoor sub-distribution panel with 13 outgoing feeders as well as connecting cables to modify the distribution supply for presence of adequate 3-phase for outdoor units.

2 Townhouses 6 to

A new 400A 3-phase outdoor sub-distribution panel with 30 outgoing feeders to replace CH2DP and the introduction of one 30A 3P MCCB in each sub-distribution panel of townhouse 6 to 17 with connecting cables.

3 Townhouses 18 and 21

Add four 30A 3P MCCB in DP21; two each for townhouses 18 and 21 with connecting cables.

4 Townhouses 19, 23, 24, 27, 28, 30, 31, 33, 34B, 35, 36, 39 and 40

Add one new 100A outdoor sub-distribution panel with 12 outgoing feeders to be added for each townhouse with connecting cables.

No. Houses / Townhouse Unit

Required Actions

5 Townhouses 20 and 22

Add four 30A 3P MCCB in 100A sub-distribution panel 20A with connecting cables.

6 Townhouse 25 Add two 30A 3P MCCB in 100A sub-distribution panel 25A with connecting cables.

7 Townhouse 26 Add two 30A 3P MCCB in 100A sub-distribution panel 26 with connecting cables.

8 Townhouse 29 Add two 30A 3P MCCB in 100A sub-distribution panel 29 with connecting cables.

9 Townhouse 32 Add two 30A 3P MCCB in 100A sub-distribution panel 32 with connecting cables.

11 Townhouses 37 and 38

Add four 30A 3P MCB in 250A sub-distribution panel 38; two each for townhouses 37 and 38 with connecting cables.

13 Townhouse 41 (Electrical distribution system is sufficient). Add connecting cables.

Table 2 - Summary of Required Electrical Changes in the EC

The following table exhibits the minimum requirements for electrical changes needed to install the new ACs; however, the contractor is responsible to conduct a full assessment of the existing conditions and recommend to the COR the best feasible solution. The equipment and materials listed in below table 1 are not part of the government furnished equipment and the contractor must be responsible for purchase, supply and installation including testing and commissioning.

The Contractor must use high quality specifications meeting the requirements of the U.S.

National Electric Code (NEC) and all other prevailing standards.

S/No. Building Required Actions

1 Chancery Building (Ground Floor)

Add one 100A 3P MCCB in 600A sub-distribution panel to feed one new 100A outdoor sub-distribution panel with 25 outgoing feeders that will also be added.

Add connecting cables.

S/No. Building Required Actions

2 Chancery Building (First Floor)

Add one 100A 3P MCCB in 600A sub-distribution panel to feed one new 100A outdoor sub-distribution panel with 25 outgoing feeders that will also be added.

Add connecting cables.

3 New Safe Haven Add three 30A 3P MCCB in 125A sub-distribution panel SHU12 with connecting cables.

4 Old Safe Haven (Electrical distribution system is sufficient). Add connecting cables.

5 State Department Add eight 30A 3P MCCB in 175A sub-distribution panel P4 with connecting cables.

6 E-CAC Add three 30A 3P MCB in 150A sub-distribution panel Post 2 with connecting cables.

7 Cafeteria Add two 30A 3P MCCB in 125A sub-distribution panel KP1 and two 30A 3P MCCB in 125A sub-distribution panel KP2 with connecting cables.

8 Server Room Add one new 100A outdoor sub-distribution panel with 12 outgoing feeders as well as connecting cables.

9 W-CAC Add two 30A 3P MCCB in 100A sub-distribution panel WCU11 with connecting cables.

10 LGF Toilets Add one new 100A outdoor sub-distribution panel with 12 outgoing feeders as well as connecting cables.

The contractor will be required to translate the above into a BOQ with corresponding specifications for contractor bidding and job execution to make the electrical distribution system suitable for the installation of the new AC units purchased.

INDOOR UNITS STOCK AND SPECIFICATIONS:

No BRAND CAPACITY (BTU) IDU Model QTY Type

Cooling Capacity BTU/h

1 CARRIER 36,000 40VU036S-4S-TEE 15 4-Way Cassette 38214 2 CARRIER 36,000 40VC036S-8S-TEE 51 Deco-Ceiling 38214 3 CARRIER 48,000 40VC048S-8S-TEE 9 Deco-Ceiling 47768 4 CARRIER 24,000 40VK024S-7S-TEE 229 Wall Mounted 24225

5 CARRIER 15,000 40VK015S-7S-TEE 167 Wall Mounted 15354

OUTDOOR UNITS STOCK AND SPECIFICATIONS:

SL BRAND CAPACITY

(BTU) ODU Model QTY HP

Cooling Capacity BTU/h

1 CARRIER 24000 38VS004168HCMM 60 4 HP 42991

2 CARRIER 36000 38VS005168HCMM 130 5 HP 47768

3 CARRIER 48000 38VS006168HCMM 35 6 HP 52886

POSSIBLE VARIABLE REFRIGERANT FLOW (VRF) COMBINATIONS:

The manufacturer recommended VRF possible combination system is provided below for illustration purposes; however, the contractor will be required to design the appropriate VRF combination for all such combinations.

OUTDOOR ACTUAL (BTU/h) AT 105% AT 110% AT 80%

4 HP 42991 45140.55 47290.1 34392.8

5 HP 47768 50156.4 52544.8 38214.4

6 HP 52886 55530.3 58174.6 42308.8

For example: An outdoor 4HP unit given in the below table;

OUTDOOR ACTUAL (BTU/h) AT 105% AT 110% AT 80%

4 HP 42991 45140.55 47290.1 34392.8

can use the below indoor combination.

Qty Model Type Actual (BTU/h) Total % used

3 units 40VK015S-7S-TEE Wall Mounted 15354 46062 107%

OR

1 unit 40VK015S-7S-TEE Wall Mounted 15354 15354 92%1 unit 40VK024S-7S-TEE Wall Mounted 24225 24225

MANUFACTURER’S RECOMMENDATIONS FOR INSTALLATIONS:

1. For a one-to-one mini VRF, the combination ratio needs to be 100%. i.e., indoor unit capacity and outdoor unit capacity should be equal while connecting a single indoor unit with a single outdoor. Other combination ratios that the manufacturer confirms are acceptable can be used.

2. For one ODU connected to 2 or more IDU the combination ratio must be more than 80%.

When the 2 indoors are connected to one outdoor, the capacity of the outdoor unit must be equal to indoor or max 20% more than the indoor units or 10% less than the indoor units.

3. Pipe size selection and Y joint (selection & location) are critical criteria for the smooth functioning of the unit and longevity of the units installed. The contractor will be required to design a proper combination using the area of the room that needs to be serviced, location of indoor-outdoor units and distance between the indoor-outdoor units.

4. Installations must be designed and implemented as per the system generated piping diagram and manufacturer’s recommended installation guidelines as available in the installation, operation, and maintenance manual.

5. The outdoor units should be spaced at a minimum of 1.5 meter in distance between each other.

6. The location of the Y Joint must be designed using manufacturer’s recommended software and must be at a minimum distance of 1 meter from the indoor unit.

Sample piping layouts provided below for your reference purposes only.

EMBASSY’S CHANCERY BUILDING:

1. The contractor will be required to conduct a detailed site survey for electrical as well as for the AC volume load calculations to ensure proper equipment size and model selection.

2. The existing wall mounted units must be replaced with cassettes in open work areas on the first floor and second floor. Similarly, all the closed cabins/rooms must be installed with wall mounted splits units instead of existing cassette units.

3. An existing package unit on the rooftop which currently serves the first and second floor as a make up or fresh air unit. The contractor will be required to complete the return air duct and make the unit fully functional. Any materials required must be part of the contractor purchased materials.

4. Detailed assessment of the current ventilation and ducting system to include but not limited to; inspection of the existing system, testing if required, adjustment and/or balancing, leak detection, filter and obstruction checks, etc., must be carried out to ensure no loss of cooled air. This includes all make-up air units serving as the outdoor air source.

ELECTRICAL REQUIREMENTS:

1. Existing electrical load schedule and single line diagram must be reviewed and ensured it meets the requirements.

2. Calculated power details of the Indoor and Outdoor Units required either to Modify/upgrade or to Replace the Existing Junction Boxes/Distribution Boards.

3. Power isolator near the Outdoor units is recommended and must be installed.

FIELD TESTING AND COMMISSIONING

■ After each set of equipment has been completely installed (Indoor & Outdoor AC units), an initial start-up test of each system must be conducted as directed by the COR and/or the

Construction Oversight contractor.

■ Correct any deficiencies noted by the COR by repairing or replacing the defective component and re-testing the component and/or system until it meets the approval of the COR, at no additional cost to the Government.

SPECIFICATIONS

1. GENERAL

1.01 PROJECT LOCATIONS

The project is located in EC and RC in Juba, South Sudan. The RC is located on RC Road, north of Airport Road, and it is about 300 meters east of EC.

1.02 SUBMITTALS

A. The Contractor is directed to Specifications Section 01 25 00, Submittal Procedures. The Contractor must conform in every respect with the procedures specified therein and ensure that all submittals are scheduled, tracked, and approved prior to the execution of the work.

1.03 REFERENCE STANDARDS (All current editions unless otherwise stated)

● American National Standards Institute

● International Building Code (IBC), 2021 Editions

● International Electro-technical Commission (IEC)

● 2021 International Energy Conservation Code (IECC)

● Instrumentation Society of America (ISA)

● The International Energy Conservation Code

● American Society for Testing and Materials (ASTM)

● ASHRAE 90.1-2019 “Energy Standard for Buildings Except Low-Rise Residential Buildings”

● Electronic Industries Association.

● Environmental Protection Agency (EPA) Purple Book 560/5-85-024.

● EPACT Energy Policy Act of 2005

● Illuminating Engineering Society of North America Handbook (IESNA)

● Instrumentation Society of America (ISA)

● Insulated Power Cable Engineers Association (IPCEA)

● Institute of Electrical and Electronic Engineers (IEEE)

● National Fire Protection Association

1. NFPA 70 – National Electrical Code (NEC)

2. NFPA 70E – Electrical Safety Requirements for Employee Workplaces

3. NFPA 72 - National Fire Alarm Code

4. NFPA 90A – Installation of Air Conditioning and Ventilation Systems

5. NFPA 101 Life Safety Code

6. NFPA 170 – Fire Safety Symbols

7. NFPA 780 Lightning Protection Code, 2008 Edition

8. NFPA 652 – Standard on the Fundamentals of Combustible Dust

9. NFPA 660 – Standard for Combustible Dusts

● National Electrical Manufacturers Association (NEMA)

● National Electric Safety Code ANSI C2

1.04 QUALITY ASSURANCE

A. Quality Assurance/ Construction Oversight Contractor:

The contractor is advised that a quality assurance / construction oversight contractor will perform such services on behalf of the Government. The Quality assurance / construction oversight contractor will review all submittals and provide daily inspection services. The contractor should anticipate weekly status update meetings with the COR and the Quality assurance/ construction oversight contractor to monitor project progress and overall quality of the work.

B. Service of Manufacturer’s Representative:

Consistent with the industry best practices and to facilitate sustainable operation of the AC units over the lifer of the project, factory representatives who have complete knowledge of proper installation, start up, and operation and maintenance (O&M) must be available to assist in the commissioning of the system. The contractor and/or the factory representative will provide 40 hours of system commissioning and related training on the operation of the system to the AC operation and maintenance staff.

1.05 MAINTENANCE

A. During the period of performance, the Contractor is the sole responsible for all the relevant maintenance of the works.

B. Upon completion and handover of the entire project, the Contractor will transition maintenance of the kitchen facilities to the Government and its agents as directed by the

COR.

2. PRODUCTS

2.01 WARRANTIES ON LABOR, MATERIALS, AND EQUIPMENT

A. All materials and equipment must be supplied with a full warranty as provided by the manufacturer. All warranties must be transferred to the Government from the Contractor before acceptance of the project.

B. All workmanship and installations must include a one-year warranty from the Contractor. The Contractor shall be responsible for fulfilling its subcontractor and vendor product and workmanship warranties.

2.02 DELIVERIES OF MATERIALS

Materials delivered to the site shall be marked as follows:

US EMBASSY JUBA, SOUTH SUDAN

℅ Contractor POC Attn: EXO/GSO Shipping Unit Cellphone: +211 912 117 887 +211 912 117 847

JUBA, SOUTH SUDAN (DIPLOMATIC CARGO)

(Jubausaidshipping@usaid.gov )

3. EXECUTION

3.01 INSTALLATION

The Contractor is responsible for delivering all labor, materials, and equipment required for fully functional HVAC systems as shown in the plans and described in the specifications. The Contractor must install all facilities in strict compliance with the execution instructions in each technical specification.

3.02 FIELD TESTING AND COMMISSIONING

A. After all the equipment and structures have been completely installed, an initial start-up test of each system must be conducted as directed by the COR and the Construction Oversight contractor.

B. The COR will require any deficiencies noted to be corrected, by repairing or replacing the defective component and retesting the component and/or system until it meets the approval of the COR, at no additional cost to the Government.

C. The Contractor will provide Commissioning Services as further described in the general and technical specifications contained in the contract documents.

4. OTHER CONSTRUCTION CONSIDERATIONS

4.01 PROJECT BACKGROUND

SEE section C.3

4.02 SITE USE

A. The RC provides living quarters to the USG employees of the Embassy. The Contractor must respect the daily use of the compound by its residences and service providers. The Contractor must plan and schedule all activities to minimally impact the quality of life within the compound while carrying on safe construction activities.

B. The Contractor must ensure that all construction activities are carried out while maintaining the continued full operation of the Embassy Compounds.

C. The Contractor must take note that other contractors are likely to be actively carrying out construction, and maintenance activities within the compound. The Contractor must plan and execute the required work in a manner to not conflict with the activities of other contractors.

mailto:Jubausaidshipping@usaid.gov

The Government shall provide additional information regarding ongoing construction during the bidders’ pre-bid site visit.

D. The Contractor’s working hours are subject to the US Embassy operational hours of 8 AM to 5 PM. To accommodate USAID’s schedule, the Contractor must plan to perform its work at the EC Monday through Friday, between 1:00 - 6:00 PM, and on weekends and holidays with prior USAID approval. The work at the RC must be executed on Monday through Thursday, between 8:00 AM - 6:00 PM, and on Friday from 8:00 AM - 1:00 PM. Saturday work is not permitted. Alternative work arrangements can be made, upon USAID approval.

E. The Contractor is advised that underground drawings for utilities and other services are generally not available. The Contractor’s subsurface exploration and utility installation activities must be performed in a manner to minimally impact compound utilities. Utility lines must be relocated when the Contractor encounters interference with construction activities under this contract at no charge to the government.

F. The Contractor must take note that photos within the Compounds are neither available, nor can be taken unless coordinated with RSO through COR.

G. Attachment 5 is a schedule of Embassy holidays for scheduling purposes. Construction activities must only be performed during regular Embassy operation hours.

4.03 GENERAL SPECIFICATIONS

A. Contractor must execute the construction, commissioning, and closeout of the project in accordance with the requirements of the contract, including the procedures identified in the specifications referenced above.

B. Contractor’s Temporary Facilities must be off the U.S. Embassy Compound and designated in the contractor’s Site Utilization Plan.

4.04 AS BUILT CONSTRUCTION DOCUMENTS

A. As-built drawings, models, and documentation must be delivered to the USG as part of the permanent project record. USG shall be the exclusive owner of such documentation.

B. Contractor must provide O&M manuals related to project installed equipment electronically.

This must include warranty registration, and information, and/or documentation required for the USG to exercise such warranty rights.

C. The Contractor shall provide operations, troubleshooting, and on-site repair protocols for all equipment and controls systems installed.

4.05 SECURITY DURING CONSTRUCTION

A. The Contractor will be required to limit access to the construction site through a security screening facility known as Compound Access Control (CAC) facility. The Contractor is required to abide by the RSO Access Control Policy in seeking access to construction sites.

B. During construction, a particular access known as South-CACs will be used for transportation to/from the site, and as such be designated on the Site Utilization Plan.

4.06 DIPLOMATIC SECURITY (DS) SECURITY COMPLIANCE REVIEW DURING CONSTRUCTION

A. The Bureau of Diplomatic Security (DS) will perform periodic security inspections of the project, known as Security Compliance Reviews (SCRs). The DS compliance teams document these inspections, address physical and technical security deficiencies or discrepancies relating to the project and provide corrective recommendations to the COR.

B. The goals of the interim SCRs are to understand the security posture of a project and to identify potential problem areas which allows the Contractor to take corrective action earlier in the construction cycle of the project. The purpose of interim SCRs is to ensure construction meets the security requirements specified in the construction drawings and project specifications manuals.

C. A final SCR will be performed and will be documented in a report at project completion.

4.07 OTHER REQUIREMENTS

A. The Contractor must develop, formulate, execute and enforce a comprehensive and effective

Safety Program to protect life, property and the environment with respect to all work performed under this contract, whether performed by the Prime Contractor or by subcontractors. The Safety Program must be consistent with FAR Clause 52.236-13, Accident

Prevention, Alt 1, and internationally accepted safety programs for similar activities. This shall include the development and enforcement of an Accident Prevention Plan and/or a Site

Specific Health and Safety Plan in line with generally accepted U.S. norms and contract requirements. The Contractor must monitor and enforce the construction team’s (to include all subcontractors) compliance with the Safety Program.

B. The Contractor’s Quality Control Program (QCP) is a mandatory and integral component of the construction activities, and must be developed prior to commencing any construction / rehabilitation activities. The Contractor must develop a Quality Control Program for the work involved and obtain USAID approval before proceeding with any construction activities. The

Contractor is responsible for quality control and for the development and maintenance of an effective QCP that is in compliance with all quality requirements. The quality control program shall consist of the plans and procedures necessary to produce an end product which complies with the contract requirements. The QCP must cover all construction and design review operations, both onsite and offsite, and shall be key to the proposed construction or design-review operations sequence. The Project Manager and/or Construction

Superintendent will be held responsible for the quality of work performed under the respective contract.

C. The Contractor must conduct pre-construction meetings for all new trades to acquaint key personnel, subcontractors (if any), local authorities and inspectors and other involved parties with the procedures, lines of authority and the interrelationship with the USAID's A&E firm, COR and other partners involved in the construction project.

D. Contractors will be responsible for the provision, oversight, and quality control of all HVAC related installations.

E. The Contractor must be responsible, at no additional cost to USAID, for developing and implementing its own security plan to safeguard all project operations. The plan must be adopted and followed by all subcontractors as well. The Contractor will ensure the security arrangements it has in place for the respective activities, equipment, and/or commodities.

F. The Contractor must coordinate, as required by either the contract or circumstances, with

USAID, the A&E firm and other contractors. The Contractor must be responsible for the coordination of all work performed under the Contract including scheduling of all work, delivery and warehousing of equipment and materials, establishing the work sequence, and completion of the work in accordance with the construction schedule and the specified time of completion. The Contractor must be responsible for the division and coordination of all work performed by subcontractors. Contracts between the Contractor and its subcontractors shall completely describe the work to be performed by each subcontractor, and the division of work between trades or crafts will be solely a matter for agreement between the

Contractor and its employees or subcontractors. A copy of subcontract documentation, less prices, shall be provided to COR on the award of the sub-contract.

G. Subcontractors and subconsultants of the Contractor must address all issues to the

Contractor and not USAID or the A&E firm. Under certain special circumstances the A&E firm may chair meetings to address situations related to these parties. The Contractor must designate a representative(s) who shall meet with the USAID COR and the A&E firm and/or their designated representative(s) as specified in the contract or as required by the COR or the A&E firm in post award communications. In cases where related infrastructure reconstruction projects are being implemented concurrently in the same site location, the respective Contractor must closely coordinate its construction schedule(s) and monitor activity progress to assure proper coordination between the related projects and avoid delays or cost overruns related, for example, to having to excavate roadwork newly installed under one project for the installation of pipe under another project .

A.

[END OF SECTION C]

SECTION D - PACKAGING AND MARKING

D.1 BRANDING STRATEGY

The Contractor must submit final Branding Implementation and Marking Plans no later than 30 days after award. The plan must address the elements below and be submitted to the CO for approval.

Per ADS 320.3.2.1, the Branding Strategy for this contract is as follows:

The activity name: USAID/South Sudan Juba Residential Compound AC System Upgradation

Project Project

The desired level of visibility: Given the nature and location of this project, limited branding and marking is required for this project.

Threats and restrictions to the security of the program must be identified in the proposed Plan and assessed to request any necessary exception from the marking requirement in accordance with ADS 320.3.2.5.

The Contractor should review the USAID “Graphic Standards Manual” available at www.usaid.gov/branding or any successor branding policy to inform its Branding

Implementation and Marking Plans.

D.2 AIDAR 752.7009 MARKING (JAN 1993)

a) It is USAID policy that USAID-financed commodities and shipping containers, and project construction sites and other project locations be suitably marked with the USAID emblem. Shipping containers are also to be marked with the last five digits of the USAID financing document number. As a rule, marking is not required for raw materials shipped in bulk (such as coal, grain, etc.), or for semi-finished products which are not packaged.

b) Specific guidance on marking requirements should be obtained prior to procurement of commodities to be shipped, and as early as possible for project construction sites and other project locations. This guidance will be provided through the cognizant technical office indicated on the cover page of this contract, or by the Mission Director in the Cooperating Country to which commodities are being shipped, or in which the project site is located.

c) Authority to waive marking requirements is vested with the Regional Assistant Administrators and with Mission Directors.

d) A copy of any specific marking instructions or waivers from marking requirements is to be sent to the Contracting Officer; the original should be retained by the Contractor.

[END OF SECTION D]

http://www.usaid.gov/branding

SECTION E - INSPECTION AND ACCEPTANCE

E.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

The following contract clauses pertinent to this section are hereby incorporated by reference (by Citation Number, Title, and Date) in accordance with the clause at FAR "52.252-2 CLAUSES INCORPORATED BY REFERENCE" in Section I of this contract. See FAR 52.252-2 for an internet address (if specified) for electronic access to the full text of a clause.

NUMBER TITLE - FEDERAL ACQUISITION REGULATION (48 DATE

CFR Chapter 1)

52.246-4 INSPECTION OF SERVICES - FIXED PRICE AUG 1996

52.246-12 INSPECTION OF CONSTRUCTION AUG 1996

E.2 INSPECTION AND ACCEPTANCE

USAID inspection and acceptance of services, reports and other required deliverables or outputs shall take place at USAID in South Sudan, or at any other location where the services are performed and reports and deliverables or outputs are produced or submitted.

[END OF SECTION E]

[INTENTIONALLY LEFT BLANK]

SECTION F - DELIVERIES OR PERFORMANCE

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

The following contract clauses pertinent to this section are hereby incorporated by reference (by Citation Number, Title, and Date) in accordance with the clause at FAR "52.252-2 CLAUSES INCORPORATED BY REFERENCE" in Section I of this contract. See FAR 52.252-2 for an internet address (if specified) for electronic access to the full text of a clause.

NUMBER TITLE - FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)

DATE

52.236-15 SCHEDULES FOR CONSTRUCTION CONTRACTS APR 1984

52.242-14 SUSPENSION OF WORK APR 1984

52.242-15 STOP WORK ORDER AUG 1989

52.247-34 F.O.B. DESTINATION NOV 1991

F.2 DELIVERABLES AND DELIVERABLES SCHEDULE

All deliverables are identified in Sections C through I of the contract and the attachments in Section J. All reports must be in the English language. The Contractor must promptly notify the COR with a copy to the CO of any problems, delays or adverse conditions which materially impair the Contractor’s ability to meet the requirements of the contract. All activity outputs and deliverables must be submitted electronically to the COR with a copy to the CO using procedures provided by the CO at contract award in both unlocked PDF and in the original software program format in which they were developed, unless only hard copies are requested.

USAID’s fiscal quarters end on December 31st, March 31st, June 30th, and September 30th.

In addition to the deliverables in other Sections, the Contractor must provide the below deliverables:

Quarterly Progress Report: The Contractor must submit quarterly performance reports no later than 10 calendar days following the end of each standard USG fiscal quarter to the COR and a copy to the CO. Regardless of the start date of the contract, all reporting will be adjusted to the USG fiscal year calendar. The reports must not be more than 15 pages, excluding annexes. The reports will describe progress made towards the Base Schedule in the calendar quarter most recently ended. This report will also include explanation of problems, delays or adverse conditions, actions taken or contemplated to resolve the situation, and any assistance needed to resolve the situation.

Quarterly Notification of Changes Certification: No later than three (3) days after the end of the fiscal quarter (dates listed above), the Contractor must submit a certification to the Contracting Officer indicating that either there have or have not been changes to the contract during the preceding quarter. If there have been changes with notification given per FAR 52.243-7, then the Contractor must summarize the changes in the certification. If there have been changes, but no notification has been given per FAR 52.243-7, the Contractor must provide the required information per the clause and an explanation of why notification was not provided.

F.3 FAR 52.211-10 COMMENCEMENT, PROSECUTION, AND COMPLETION OF WORK (APR

1984)

The Contractor shall be required to:

a) commence work under this contract within 10 days after receipt of Notice to Proceed

(NTP).

b) prosecute the work diligently and complete the entire work ready for use not later than 120 days after receipt of NTP. The time stated for completion shall include final cleanup of the premises.

F.4 PRINCIPAL PLACE OF PERFORMANCE

The principal place of performance of this contract is Juba, South Sudan.

F.5 KEY PERSONNEL REQUIREMENTS

The Contractor must furnish the positions deemed key personnel, as noted below, for the full period of performance of this contract. The key personnel must be based in Juba, South Sudan.

The key personnel identified below are considered essential to the work being performed under this contract. The Contractor must remain responsible for providing such key personnel for full-time performance for the term of this contract unless otherwise agreed to by the Contracting Officer.

The Contractor must immediately notify the Contracting Officer and the COR of any key personnel’s departure and the associated reason. The Contractor must take steps to immediately rectify this situation and must propose a substitute candidate for each vacat position within fifteen (15) days. The Contractor must not actively replace any of the key personnel without the prior written consent of the Contracting Officer

The performance of this contract requires the following key personnel:

Key Personnel: The Contractor will staff the site, full-time with the following Key Personnel,

a) Project Manager

Education: Bachelor’s degree or higher in electrical or mechanical engineering, from an accredited institution.

Experience: Minimum (10) years of experience in the design and installation of HVAC systems, preferably in a challenging environment. At least (3) years of project management experience. At least (5) years of related experience with USG clients is preferred. Knowledge of relevant codes and HVAC system configurations (in particular, VRF technology). Expertise with supplemental civil and electrical engineering Ability to manage a project schedule in a dynamic environment with deadlines. Ability to lead direct reports having diverse skills and backgrounds.

b) Construction Superintendent

Education: Bachelor’s degree or higher in mechanical engineering, or other relevant engineering field from an accredited institution.

Experience: Minimum (8) years of experience in HVAC related works, in a challenging environment; a Master’s degree in engineering may substitute for up to (2) years of experience. At least (5) years of experience of related experience with USG clients is preferred.

Knowledge of relevant codes, OSHA practices, procurement cycles. Ability to manage a project schedule in a dynamic environment with deadlines. Ability to lead crews with members having diverse skills and backgrounds.

F.6 COORDINATION WITH A&E CONTRACTOR

USAID has an A&E Contractor to provide construction oversight and quality assurance services.

The Contractor will be required to attend regular meetings organized by the A&E Contractor.

The A&E Contractor does not have the authority to:

● Direct or suspend the performance of the Contractor's work, unless continued performance of work will endanger the health, welfare, or safety of the public or any Project worker.

● Approve deviations from any contract requirements.

● Approve changes in or deviations from the approved design documents, or performance by the Contractor of approved extra or changed work.

● Waive any contract requirements or provisions.

● Approve Change Orders (COs), Value Engineering Change Proposals (VECPs), or Contract amendments.

[END OF SECTION F]

[INTENTIONALLY LEFT BLANK]

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 AIDAR 752.7003 DOCUMENTATION FOR PAYMENT (NOV 1998)

a) Claims for reimbursement or payment under this contract must be submitted to the Paying Office indicated in the schedule of this contract. The Contracting Officer's Technical Representative (COR) is the authorized representative of the Government to approve vouchers under this contract. The Contractor must submit either paper or fax versions of the SF-1034--Public Voucher for Purchases and Services Other Than Personal.

Each voucher shall be identified by the appropriate USAID contract number, in the amount of dollar expenditures made during the period covered.

1) The SF 1034 provides space to report by line item for products or services provided.

The form provides for the information to be reported with the following elements:

Total Expenditures [Document Number: XXX-X-XX-XXXX-XX]

Line Item No

Description Amt vouchered Amt vouchered

001 Product/Service Desc. for Line Item 001

$ XXXX.XX $ XXXX.XX

002 Product/Service Desc. for Line Item 002

$ XXXX.XX $ XXXX.XX

Total $ XXXX.XX $ XXXX.XX

2) The fiscal report shall include the following certification signed by an authorized representative of the Contractor:

The undersigned hereby certifies to the best of my knowledge and belief that the fiscal report and any attachments have been prepared from the books and records of the Contractor in accordance with the terms of this contract and are correct: the sum claimed under this contract is proper and due, and all the costs of contract performance (except as herewith reported in writing) have been paid, or to the extent allowed under the applicable payment clause, will be paid currently by the Contractor when due in the ordinary course of business; the work reflected by these costs has been performed, and the quantities and amounts involved are consistent with the requirements of this Contract; all required Contracting Officer approvals have been obtained; and appropriate refund to USAID will be made promptly upon request in the event of disallowance of costs not reimbursable under the terms of this contract.

BY:

TITLE:

DATE:

b) Local currency payment. The Contractor is fully responsible for the proper expenditure and control of local currency, if any, provided under this contract. Local currency will be provided to the Contractor in accordance with written instructions provided by the Mission Director. The written instructions will also include accounting, vouchering, and reporting procedures. A copy of the instructions shall be provided to the Contractor's Chief of Party and to the Contracting Officer. The costs of bonding personnel responsible for local currency are reimbursable under this contract.

c) Upon compliance by the Contractor with all the provisions of this contract, acceptance by the Government of the work and final report, and a satisfactory accounting by the Contractor of all Government-owned property for which the Contractor had custodial responsibility, the Government shall promptly pay to the Contractor any moneys (dollars or local currency) due under the completion voucher. The Government will make suitable reduction for any disallowance or indebtedness by the Contractor by applying the proceeds of the voucher first to such deductions and next to any unliquidated balance of advance remaining under this contract.

d) The Contractor agrees that all approvals of the Mission Director and the Contracting Officer which are required by the provisions of this contract shall be preserved and made available as part of the Contractor's records which are required to be presented and made available by the clause of this contract entitled "Audit and Records--Negotiation".

G.2 CONTRACTING OFFICER’S AUTHORITY

The Contracting Officer is the only person authorized to make or approve any changes to the requirements of this Contract and notwithstanding any provisions contained elsewhere in this Contract, the said authority remains solely in the Contracting Officer. In the event the Contractor makes any changes at the direction of any person other than the Contracting Officer, the change will be considered to have been made without authority and no adjustment must be made in the contract terms and conditions, including cost/price.

The Administrative Contracting Office is:

TBD

Contracting/Agreement Officer USAID/South Sudan/OAA C/O 4420 Juba Place Washington, DC 20521-4420 Email: TBD

G.3 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

a) USAID/South Sudan shall provide technical oversight to the Contractor through the designated COR. The designated COR is TBD. A copy of the designation letter will be provided to the Contractor.

b) The designated COR is responsible for providing technical direction to the contractors, as well as fulfilling those duties and responsibilities as specified in the designation letter.

G.4 TECHNICAL DIRECTIONS/RELATIONSHIP WITH USAID

a) Technical Direction is defined to include:

1) Written directions to the Contractor which fill in details, suggest possible lines of inquiry, or otherwise facilitate completion of work.

2) Provision of written information to the Contractor which assists in the interpretation of drawings, specifications, or technical portions of the work statement.

3) Review and, where required, provide written approval of technical reports, drawings, specifications, or technical…